September 4, 2003

Present: Bertha Benavidez, Michelle Behr, Duane Elms, Lloyd Cowling, Donna Rees, Julie Miller, Cynthia Bettison, Junius Logan, Steve Liebhart, Dean Foster, Gail Gruber, Tony Macias, Gwen Cassel, Ed Hall, Jennifer Hallaran, Marcia Bourdette, Linda Baldwin, Kathie Gilbert, Ken Ladner, Jerry Harmon, Michael Metcalf.

Faye Vowell introduced Duane Elms, new Director of Information Technology, and Jennifer Hallaran, Acting Director of Academic Support.

1. Campus Pipeline Demo--Steve Liebhart and Dean Foster--Mustang Express was not functioning and was not demonstrated for Academic Council members. Dr. Vowell asked that everyone subscribe to her calendar and call on Dean and Steve for assistance in using the Pipeline.

2. AQIP and QNM--Kathie Gilbert--The Quality New Mexico report was put together this summer and is available on Mustang Express. A copy of the QNM report was handed out. The QNM report provides a good foundation from which to build the AQIP systems portfolio.

"Thoughts on the AQIP Systems Portfolio" was handed out which included some proposed WNMU "best practices" in the following categories: Helping Students Learn, Building Collaborative Relationships, Valuing People, Leading and Communicating, Supporting Institutional Operations, Understanding Students' and Other Stakeholders' Needs, Accomplishing Other Distinctive Objectives, Measuring Effectiveness, and Planning Continuous Improvement. "What is the Academic Quality Improvement Program (AQIP) Systems Portfolio?" was handed out.

Kathie Gilbert is encouraging university-wide participation in putting together the systems portfolio. Dr. Gilbert will be gathering input at the Assessment Convocation on September 23.

Kathie Gilbert was asked to send out a document explaining the purpose of the Assessment Convocation i.e., AQIP & QNM = Assessment. Lloyd Cowling asked for deadlines for the purpose of supplying assessment information for the AQIP systems portfolio. Lloyd Cowling also asked that the directive for supplying this information come from the VPAA.

Faye Vowell stated that her approach to assessment, AQIP, and QNM is that if you don't know where you want to go and don't know the progress you are making, how do you know if you get there? To her, this is the purpose of assessment. The Assessment Convocation is a forum to include all sectors of the university.

Ed Hall suggested that questions that have arisen and today’s Academic Council meeting need to be addressed at the beginning of the Assessment Convocation. Kathie Gilbert asked that these questions be given to her, and they will be addressed at the Convocation. The QNM report is a base and is one view of the institution. The Systems Portfolio is a much broader document and input from the entire university is needed. Dr. Gilbert asked that each unit leader look at the 14 AQIP questions.

Faye Vowell stated that student learning is the business of the university.

3. Enrollment Update--Faye Vowell--Enrollment looks good. An enrollment comparison was handed out. We are up overall: Headcount +223 and Credit Hours +1266. If we maintain this for the academic year, it should result in an increase in the university's budget for the next academic year.

4. Faculty and Staff Salary Increases--Faye Vowell—A plan to distribute faculty salary increases will be devised by Salary & Benefits, brought to General Assembly, and then brought to the President. For staff, the VPs have the responsibility of distributing this money for the staff in their areas. Faye Vowell asked for feedback for either a manner of distributing staff salary increases or specific recommendations about who should get increased with reasons why. Cynthia Bettison asked why Staff Senate was not allowed to allocate their monies. She stated that since there is no merit-based system in place at this university it would be unethical to provide selected members with raises. Julie Miller stated that Chris Casey discussed this issue at Staff Senate. Chris Casey would not be seeking input from the Staff Salary committee. Julie Miller suggested that input be sought from the Staff Salary committee. It was the consensus of the group that the staff compensation committee be consulted in distributing the Academic Affairs money. Julie Miller suggested that other VPs might be opening themselves up to grievances because of unequal treatment. Faye Vowell stated that in the Employee Satisfaction Survey, one item that comes forward very strongly is that there is no mechanism to reward people who do outstanding performance. That may be one of the driving issues for how the money is being distributed. The other is the market value issue. There may be employees who are recruited by other institutions: for example Admissions has lost one of its best recruiters--Gil Gonzalez. Gil has taken a job at Highlands and is making more money than our Director of Admissions.

Ken Ladner made the motion that this body encourage the VPs to use the staff governance to distribute this money. The motion was seconded by Michelle Behr and passed unanimously.

5. Furniture Requests--Faye Vowell—Jerry Harmon asked if monies are available to put furniture in the additions of the Martinez and Phelps Dodge renovation project. Linda Baldwin stated that she understood that the furniture is included in the renovation package. Jerry Harmon asked that this be clarified so the appropriate requests can be made. Michelle Behr volunteered to contact the architect and get an answer to this question. She will communicate the answer to Academic Council. Ed Hall recommended that everyone make very clear what furniture is needed for classrooms. Michael Metcalf asked if the data given to Student Government last year is still available. Justifications for furniture purchases should be addressed to the VPAA. Academic Affairs will assemble the requests and they will be prioritized at Chairs Council on September 18. Michelle Behr asked if chalkboards, etc. could be considered. Dr. Vowell stated that these items should be included.

6. Assessment Convocation--Attendance is mandatory for all university employees. Attendance will be noted and justifications must be provided if a person is not in attendance. It was suggested that information go out to students regarding the Assessment Convocation.

7. Feedback regarding Travel Policy and Tuition Benefit for Remote Campus--Gwen Cassel has concerns about eliminating the per diem option. The reason it is a concern is that it is a motivator not to spend a lot of money. She stated that travel costs will increase if we do not have this option. Faye Vowell stated that the Business Office believes that we will actually save money rather than spend more. The example that was given that people will go to a conference and stay with friends and claim the hotel and per diem money when they don't actually spend it. Ed Hall stated that this illustrates why assessment should be extended throughout the university. All the Business Office needs to do is review travel requests and ask for feedback from faculty. Ken Ladner stated that the faculty may be perceived as taking advantage of per diem. The assumption that faculty is devious and dishonest. How could using actual receipts save time and manpower? Gwen Cassel asked if we even have an option--is it a done deal? The draft of the Travel Policy has not been approved by the Policy Committee. The Academic Council members unanimously agreed that elimination of per diem is not a good idea. Michelle Behr stated that in practical terms she spends more than her $600 allotment. Faculty will get the same amount of money back regardless of what is spent. Julie Miller stated that the Library frequently uses per diem because it is easier to use and easier to process. Additionally, she usually spends some of her own personal money. Dr. Harmon asked that the Council be provided with the figures used to prove that eliminating per diem will save money.

Gwen Cassel made a motion that a statement be sent forward that the requirement or receipts and the elimination of per diem is not supported by Academic Council. Seconded by Julie Miller. Passed unanimously.

One of the reasons that the travel/purchasing policies need to be looked at is that the lead time required to file paperwork might be too long and will cause a lot of people to be violators of the policy. An amendment should be made to that part of the travel policy. What recommendation is made for ad hoc travel: Exceptions be made for short notice travel plans. Gail Gruber asked if we could receive more customer service for following policies. Faye Vowell asked that complaints about service issues be written and sent to the appropriate VP or the President. Lloyd Cowling had suggestions in regard to page 4 (d) of Travel Policy: Distribution and Cancellations. Faye Vowell asked that these suggestions be given to Academic Affairs.

Gail Gruber stated that she did appreciate receiving purchasing rules from Rene Saenz.

Cynthia Bettison brought up the issue of Transaction Reports. User must sign the Transaction Reports.

The Policy Committee should meet and address these issues in the near future.

Michelle Behr asked why there is no faculty and staff representation on the Policy Committee. The Committee currently consists of Dr. Counts, VPs, and HR. The suggestion was made that faculty and staff representation be placed on the Policy Committee by.

Michelle Behr moved that there be faculty and staff representation on the policy committee and these members be elected by appropriated staff and faculty governance bodies. This motion was passed. Academic Affairs will look at the Board of Regents Manual to see if these positions can be added.

Tuition Benefits for Remote Campuses--Gwen Cassel expressed the concern that if people at the extended campuses could take courses at other institutions then why can't main campus people take courses at other institutions' campuses. Donna Rees explained that it is beneficial to our off-campus personnel to be able to take courses on another campus. This will be paid out of the Gallup budget and is specifically job related. Julie Miller stated that she has a training and education budget and some of her people have taken courses at another institution. Donna Rees stated that these are for faculty and staff only. Michael Metcalf stated that a line item in the Extended University budget should be established for professional development. Donna Rees suggested that she and Julie Miller collaborate and draft a new policy.

A motion is made to have a sub-committee look at this issue and draft a new policy. Seconded by Donna Rees (Michelle Behr made the motion).

8. Equipment Request--Faye Vowell--Equipment Request handout was provided. These are due on September 16 before Chairs Council on September 18. We will assemble these requests and discuss on Chairs agenda. Faye Vowell is urging departments to have turned in assessment reports to compete for this money. AA should have around $100,000. We receive equipment request in a line item based on what we spent last year and it is advantageous that the items purchased from this fund be over $1,000. President Counts is looking for a source of equipment money for items of less than $1,000 as stated in the Strategic Plan.

9. Cynthia Bettison stated that there is a possibility that the gross receipts tax exemption will be removed for all non-profit organizations. The museum is currently taxed at 5%. Our museum is a 501(3)(c). See Cynthia Bettison for information on this change. Will tuition be taxed? Will educational institutions be included? Dr. Vowell asked that Bettison come to Cabinet next week to present this issue.

9. Strategic Plan--Faye Vowell--Will be discussed at next meeting and asked for input.

10. Operational Plan--Faye Vowell--Will be discussed at next meeting and asked for input.

11. Other:

(a) Donna Rees passed out a newspaper article regarding NMSU's interest in Deming.

(b) Ed Hall asked that a due-in memo be sent to Chairs and Deans.

Meeting was adjourned at 4:00 p.m.